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Thank you for your interest in identifying the University of Virginia as a location for a film shoot or production. The University reviews all requests to determine if they adhere to the University’s policies and reserves the right to deny filming requests that do not meet the established criteria. Please review the University Filming Policy before submitting this request form. Please direct all questions to filmrequest@virginia.edu.

This Filming and Production Request Form must be submitted at least ten business days in advance of the desired filming date. Complex requests or requests requiring multiple UVA entities may require additional advance notice.

Forms received after 5 pm will be processed the following business day.

Filming and Production Request Form

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Requester Name: *

Production Company/Organization Name: *

Email: *

Phone Number: *

Type of Film/Purpose: *

Commercial News/Media Program

Non-Commercial News/Media Program

Non-Profit Organization

Credentialed news media should also contact the University Spokesperson for additional information.

Requested Filming Date & Time: *

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Requested Filming Time: *

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Date & Time 2:

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Time Two:

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Date & Time 3:

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Time Three:

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Requested Filming location(s): *

Story/Project/Production Overview: *

Please provide a detailed overview of the specific story/project/production that you’re working on and describe how film attained at the University will be used within it.

Number of Crew Members Attending: *

Number of Production Vehicles Present: *

Please List ALL Equipment Proposed for Use in This Production: *

Do You Plan to Film Any University Students, Faculty or Staff? *

List Their Names and Departments Below:

Name and Title of Signatory: *

Check that You Understand the Form Conditions: *

I understand that submission of this form does not guarantee approval of dates, times, and/or locations. All requests are processed and reviewed individually and the University reserves the right to approve or deny all requests.

University Filming Policy

Current as of May 24, 2018 and subject to change without advance notice.

Scope

This policy applies to use of University property for filming productions (including motion pictures, documentaries, commercial video productions such as television shows, commercial still photography and digital imaging), other than those being done by news organizations for news purposes.

Request Process and Timeline

The online Filming and Production Request Form must be submitted at least ten business days in advance of the desired filming date. The Form will be reviewed by the Office of University Communications and the University Counsel, and approved or denied at the University’s discretion. Approved productions will then be sent a Location Agreement, which must be signed and returned within the timeline set forth at the time of execution.

Production companies must provide a final script or storyboard for the scene or scenes in which the University will be featured at least ten business days before the desired production date. Any changes made to the script or storyboard following submission must be brought to the attention of the University in writing at least three days before the desired production date.

Location Agreement

Location agreements are contracts between a film producer and the property owner permitting use of the owner's property in a specified work. Location agreements allow the filmmaker to enter University property for the purpose of recording content and address the filmmaker’s right to use the recording, insurance and liability requirements, and restrictions on use of the University’s trademarks.

Approved productions will be required to complete the University’s Location Agreement Form and submit to University Communications within the timeline set forth at the time of execution. The terms of the Location Agreement are binding.

University Institutional Identification

The University encourages the producer to use the University’s name for appropriate attribution in the film credits, and permits the producer to depict the University’s name, signs and trademarks as such are visible in and about the University property for inclusion in the film. However, except for these limited rights granted, the producer will not have the right to use the University’s name, signs and trademarks in any capacity without the prior written consent of the University.

Locations

In general, the University permits filming only in exterior public spaces of the University. Requests to film in interior University facilities will be reviewed on case by case basis and may require the production company to secure appropriate permissions and reserve space in advance directly with a separate University entity.

Filming in the following locations is always prohibited:

Interior of residence halls

Interior of classrooms while a class is in session

Interior of the medical center and other patient care areas

Spaces containing artwork or artifacts not owned by the University

Insurance

Proof of insurance is required prior to entering onto University property for filming. The insurance must provide general liability coverage of at least $1,000,000 per occurrence to include coverage for premises/operations, contractual, and personal injury, and must name the University as an additional insured.

Parking and Security

Parking for production vehicles is not guaranteed, and requests for parking will be reviewed by the Office of University Communications on a case-by-case basis. Parking fees may apply under certain circumstances.

Use of Drones

The use of unmanned aerial vehicles/drones or similar aerial filming methods is prohibited.

Script Approval

Commercial productions must provide a final script or storyboard for the scene or scenes in which the University will be featured at least ten business days before the desired production date. Any changes made to the script or storyboard following submission must be brought to the attention of the University in writing at least three days before the desired production date. The University reserves the right to deny filming requests in situations where it deems the project’s content to be in conflict with the policy and mission of the University.

Prohibitions

Failure to comply with the following guidelines will result in the immediate termination of the location agreement and the production. Production staff found in violation of these policies will be asked to leave University property immediately.

The following items are strictly prohibited.

Firearms or other weapons are strictly prohibited on University property.

Smoking (including e-cigarettes) is prohibited within 25 feet of the entries, outdoor air intakes, and operable windows of all University facilities.

Open flames may not be used under any circumstances.

The following practices are strictly prohibited.

Altering or destroying University property.

Affixing anything to buildings, walls, or other architectural features of the Grounds.

Cutting, tying back or altering trees, shrubs, plantings, and other horticultural elements in any way.

Location Fees

The University reserves the right to charge a daily location fee, to be determined by the University based upon the scale and impact of the production. All fees will be levied on a case by case basis and the proceeds donated to a University fund or related foundation relevant to the subject of the film shoot.